How Do You Prepare a Meeting Room?

You may get so lost in creating your agenda for the day that you forget to prepare your meeting room. Getting your workspace ready for the day means you can avoid running into any issues.

Understand the Purpose of the Meeting

The purpose of your session can determine the type of atmosphere you want to have. For an important business meeting with clients, a professional looking room can make a good impression. A space like this might have minimal interior and neutral colours. A casual meeting, like a brainstorming session with team members, might work in a more relaxed setting. This might include fun interior like bean bags and colourful chairs.

Sometimes this doesn’t just depend on the type of meeting, but the company you are. A graphic design company meeting with clients might work well in a spacious room with bright colours. A meeting with a financial business also aiming to impress clients might be better in a formal setting. Once you know the purpose of your meeting, this can help you determine the layout of meeting room you want.

Choose the Best Layout of Meeting Room

Different layouts can work in various ways to improve areas like engagement and collaboration. There’re many meeting room setups to explore, so look around before settling for the first one you see. When choosing one, have the purpose of your meeting in mind. One of the most popular ones is a boardroom setup. In an office with this layout, you’ll find a long rectangular table in the middle that people sit around. This works exceptionally well for professional business meetings. If you want everyone to participate and collaborate, this style of room will be helpful because attendees face one another.

If you’re presenting to a large group of people, then a classroom layout may be useful. Because there’re tables, people can make notes if they need to, and collaboration can be encouraged in small groups. If you’re meeting with a smaller group of people, then a roundtable setup may work for you. Some of these rooms look more casual, and others have more formal settings.

Ensure that all Equipment is Working as it Should

The whole agenda for your meeting could be ruined if your equipment doesn’t work how it should. Being positive that everything works beforehand can help ensure the day runs smoothly. If you’re planning a video conference, check that everything needed for it works properly. Testing your audio and camera, as well as ensuring the Wi-Fi speed is good enough, are all things to check. Remember that some pieces of equipment need specific systems to be able to work or might not be compatible with newer technology. Once everything is set up and seems like it’s working, you’re good to go!

Prepare all Documents Needed

When hiring a meeting room, you might have to sign a contract. This will go over things like terms and conditions and important details. This might include the date and times you’re hiring the room and how close to the event you can cancel. Make sure you know any important details like these to avoid problems.

Some meeting rooms will have the option for something extra like breakfast for an extra fee. Having food and drink in your meeting room can impress clients by showing them they’re catered for. Breakfast is particularly useful because people can struggle to find time to eat in the morning. You may be able to get equipment for an extra cost like a whiteboard as well. These are great for brainstorming sessions and drawing diagrams. If you do want any add-ons, these should be sorted before the day of your meeting to avoid disappointment.

Create the Best Environment

Using lighting can be a huge help in creating a certain environment. A dark room with minimal light can make people feel sleepy and disengaged. However, a room with big windows that let in natural light can help attendees feel more positive. If people feel comfortable, they’re more likely to stay focused and have the confidence to participate. Everyone should have enough space so they don’t feel claustrophobic as well. For laid back meetings, warm lighting and plants can create a relaxed environment.

Book the Best Meeting Room for Your Needs with Spacepool

If you’re looking for a meeting room, Spacepool is the perfect place to find a workspace. There’re lots of options to consider, all with different layouts, facilities and amenities. If you’re searching for anything specific, you can use our filtering tool. Find your ideal space today with us!